# Free catering invoice template A catering invoice has to match the event: the headcount, the menu, the staff and every extra the client added along the way. Because the guest list changes, the final bill is often different from the quote. The template below bills a 60-guest event with a per-person menu, staffing, rentals and a service charge. Replace the example with your own event, then save the PDF from this page. No account, nothing uploaded. If you also plan the event, see the [event planning invoice template](https://jiffy-invoice.com/invoice-template/event-planning). ## Fill it in and save as PDF The lines are examples for caterers. Change anything, add your details and download the PDF. Nothing you type leaves this browser. - Saffron & Sage Catering - Whitmore Law Offices - Client appreciation dinner, 60 guests | Description | Qty | Price | Amount | | --- | --- | --- | --- | | Three-course plated dinner (per guest) | 60 | $48.00 | $2,880.00 | | Dietary upgrade: gluten-free or vegan entree (per guest) | 8 | $6.00 | $48.00 | | Servers and bartender (hours) | 24 | $28.00 | $672.00 | | Linens, glassware and chafing dish rental | 1 | $340.00 | $340.00 | | Delivery and setup | 1 | $150.00 | $150.00 | | Service charge (18% of food) | 1 | $527.00 | $527.00 | Final guest count was confirmed 72 hours before the event. Leftover food stays with the client; rental items are collected the next day. Deposit of 50 percent paid at booking; balance due within 7 days of the event. ## What to put on an invoice for caterers - The event name, date, venue and the confirmed guest count - The menu or package, priced per person, with courses or stations named - Dietary meals if they are priced differently from the main menu - Staff: servers, bartenders, chefs, hours and rate - Equipment and rentals: linens, tableware, glassware, tents, chafing dishes - Delivery, setup and breakdown, and a service charge or gratuity if you add one - Deposit received, balance due, and the cancellation and final headcount terms ## How caterers bill Catering is mostly priced per person, with a menu that sets the cost of food, plus separate lines for staff, rentals, delivery and setup. A service charge, often 15 to 20 percent of the food and beverage total, is added to cover overhead and is separate from a tip. Bars are billed per person, per drink or on consumption. The deposit is the heart of the booking: 25 to 50 percent when the date is secured, with the balance due before or soon after the event. The final headcount is usually locked a few days ahead, and the invoice uses it. A signed [estimate](https://jiffy-invoice.com/estimate-app) ties the menu and the numbers down, and the final invoice shows the same lines with updated quantities. ## Tips to get paid faster 1. Lock the final headcount in writing a few days before and put that number on the invoice. 2. Show the service charge as a visible line, calculated on the food total, and state clearly whether tips are included. 3. Rentals that are returned late or damaged should be listed as their own lines with the agreed price. 4. Invoice the balance the day after the event, while the party is fresh in the client's mind. 5. Take the deposit by card or transfer and give the client a link for the balance. See [online payments](https://jiffy-invoice.com/features/online-payments). ## Common invoice mistakes - Quoting a per-person price without saying what the headcount is based on - Folding rentals and staff into the menu price, then losing money when they run over - Not stating the cancellation terms, so a late reduction in guests hits your margin ## Questions ### What should a catering invoice include? Your details, the client, the event date and venue, the guest count, the menu per person, staff, rentals, delivery, any service charge, the deposit paid, the balance and payment terms. ### How is catering usually priced? Per person for food, with staff, rentals, delivery and a service charge added as separate lines. Bar service is priced per person or by consumption. ### Should I charge a service charge? Many caterers do, commonly around 15 to 20 percent of food and drink. Show it on the invoice and say whether it replaces a tip. ### Is this catering invoice template free? Yes. Fill it in and download the PDF. No account is needed. ## Templates for other trades - [event planners](https://jiffy-invoice.com/invoice-template/event-planning) - [DJs](https://jiffy-invoice.com/invoice-template/dj) - [photographers](https://jiffy-invoice.com/invoice-template/photography) - [hair stylists and salons](https://jiffy-invoice.com/invoice-template/hair-salon) [Invoice templates by trade](https://jiffy-invoice.com/invoice-template) Source: https://jiffy-invoice.com/invoice-template/catering